Office Administrator

Beacon Hill - Job Details
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Office Administrator

New York, New York

|

Full Time Temp to Hire

|

$ 75,000 - $ 95,000 per year

New York, New York

Full Time Temp to Hire

$ 75,000 - $ 95,000 per year

April 29, 2024

|

Job ID: A1375065NY-Temp_1714406644

April 29, 2024

Job ID: A1375065NY-Temp_1714406644

Job Summary

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Financial Services firm in Midtown, Manhattan is looking to hire a Temporary Permanent Office Administrator. The Office Administrator is the glue in the office. You will manage administrative tasks as well as help to cover reception. This role requires someone in office Monday - Friday and available between 8am - 530 pm with flexibility to come in earlier if there is a morning meeting. Attitude and resourcefulness are key to be successful in the role.

Responsibilities:

  • Coordinate the day-to-day front office administrative and facility related activities
  • Provide secondary reception and telephone coverage
  • Professionally greet and direct all visitors, including clients and vendors
  • Maintain the firm's reception, kitchen, conference rooms, supply, mailroom and printer areas
  • Handle incoming calls in a professional and courteous manner
  • Stock kitchen, supply room, printer locations and restrooms maintaining all in a neat and organized fashion
  • Coordinate catering needs for client and other office meetings
  • Provide general support to visitors
  • Liaise with the property manager's office and coordinate facility maintenance services
  • Manage all vendor COI submittals through property management's portal
  • Schedule and oversee all vendor maintenance work
  • Responsible for facilities onboarding (key fob access, ID badge management and desk setup)
  • Manage all remote visitor access and desk setup processes
  • Perform filing, printing and data entry
  • Maintain all office equipment and coordinate maintenance service calls (i.e. binding machine, shred bin, scanner, fax, copier, printers);
  • Update and distribute company telephone directory
  • Update and maintain various internal employee and vendor lists
  • Assist with updating and maintaining office policy and procedure manuals
  • Interact regularly with other departments to coordinate meetings and distribute company information
  • Coordinate the ordering of company print materials including business cards and letterhead
  • Sort and distribute incoming/outgoing mail including faxes and priority overnight mail
  • Organize domestic and international couriers
  • Order office supplies and maintain office supply inventory
  • Maintain office records and other documentation thoroughly and accurately, in accordance with company policies
  • Bind marketing materials
  • Provide administrative and coordination support for various business office projects
  • Ensure completion of all office logs including sign-in and security procedures
  • Available for after-hours office emergencies as needed
  • Other duties to be assigned by the Director, Global Administrative Services.

Qualifications:

  • 2+ years of administrative experience in a corporate setting
  • BA degree strongly preferred
  • Strong MS Office Skills (Word, Excel, Outlook and PowerPoint
  • Written skills must be excellent, ability to communicate across the board in a professional and courteous manner;
  • Demonstrate ability to coordinate multiple projects concurrently including providing necessary project status follow-up
  • Strong work ethic and comfort level working in a high-volume environment
  • Ability to work independently while fostering a collaborative environment and functioning in a team structure
  • Excellent customer service skills and strong attention to detail
  • Professional disciplined and organized work style
  • Punctuality and reliability are essential
  • Courteous and professional demeanor required
  • Ability to work effectively with all levels of management within the company and promptly resolve issues or recommend improvements in a positive manner
  • Hours are 8:30am-5:30pm with occasional OT.

Compensation/Benefits:

  • Paying between 75K - 95K DOE + Discretionary Bonus + Great Benefits
A1375065NY-Temp_1714406644

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About Beacon Hill

Beacon Hill is an Equal Opportunity Employer that values the strength diversity brings to the workplace. Individuals with Disabilities and Protected Veterans are encouraged to apply.

Founded by industry leaders to set a new standard in search, career placement and flexible staffing, we deliver coordinated staffing solutions with unparalleled service, a commitment to project completion and success and a passion for innovation, creativity and continuous improvement.

Our niche brands offer a complete suite of staffing services to emerging growth companies and the Fortune 500 across market sectors, career specialties/disciplines and industries. Over time, office locations, specialty practice areas and service offerings will be added to address ever changing constituent needs.

We look forward to working with you.

Beacon Hill. Employing the Future™